Dull, Difficult, and Essential: Managing Public Records

flickr:  Harald  Groven

Dull,

Paul  W.  Taylor,  Ph.D.  Editor-­‐at-­‐Large,  Governing  Magazine    Chief  Content  Officer,  e.Republic  @pwtaylor  

Difficult, and Essential: Managing Public Records

Texas  e-­‐Records  Conference  2015  -­‐  Aus6n,  Texas

Increasing Capacity GOVERNING Books

The work of government is noble

The people of government are amazing

The systems of government are a mess

Outstripping the capacity of manual and mechanical means

How the Environment (and Conversation) is Changing

recordsNEW CATEGORIESOpen DataBig Data

NEW PLATOFORMS + TOOLSCloudAnalyticsBusiness Intelligence

NEW TYPESVideoSocial Media

NEW OPPORTUNITIESCivic Startups

OLD + GROWING PROBLEMSecurity

Yogi was funny, iconoclastic … and right Yogi Berra,1925-2015

Government is not Where Citizens Are e.Republic Labs

Placeholder Placeholder Records Management as a state CIO Priority

2008   2009   2010   2011   2012   2013   2014   2015  2007  

9  -­‐   -­‐  

8  6  3  2  

4  

10  NASCIO, 2007-2015

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Open data is part of that variety. It is data that can be freely used.

High Volume, High Velocity, High Variety

Big Data and Open Data

Data Stewardship and THE Public Record

The unique authoritative record to which all others refer.

Barbara  Cohn,  CDO,  NYS  

Arizona  California  (Proposed)  Colorado  ConnecWcut  Los  Angeles  County  Maryland  New  Jersey  New  York  State  Texas  Utah  

Chief Data Officers Govtech.com

BalWmore,  MD  Chicago,  IL  Long  Beach,  CA*  New  York  City,  NY  Raleigh-­‐Durham,  NC  Washington,  DC  

The What and the How of Open Data Govtech.com

Records Management meets Data Science

Records Managers and Officers Public Information Officers Public Disclosure Officers

Chief Information Officers Chief Technology Officers Chief Innovation Officers Chief Data Officers Chief Info Sec Officers Chief Analytics Officers Chief Privacy Officers + Data Scientists

Everything will be (is) Predictive

Data  Administra6on  and  Governance  

Perfected  Pre-­‐Cloud  Compu6ng  Model   State of Washington

Driving  Data  Growth  ü  Inexpensive  ü  Limitless  ü  Federated  ü  Stewarded    

Exponential Growth

The Problem with Bad Data GOVERNING

Placeholder Can Improved Service Delivery co-exist Productivity?

ü  Track  and  quan6fy  internal  produc6vity  gains  ü  States  should  account  for  external  produc6vity  gains  in  IT  budge6ng  

ü  Partner  up:  Share  IT  plaQorms  across  agency  and  jurisdic6onal  lines  and  pursue  P3s  with  commercial  providers  

ü  States  should  set  dates  certain  by  which  they  will  no  longer  accept  non-­‐digi6zed  transac6ons  

Value of Data Over Time

The Problem with Data Growth Symantec, 2014

TIME  VALU

E  EXPECTED

REALIZED  VALUE  

Governance  Gap  

$  

Intersection of Automation and Governance

INSIGHT  

VALU

E  RE

COVE

RED  

SAVING  MILLIONS  

SPEEDING  AND  REDUCING  REVIEW  

REDUCING  RISK  AND  LIABILITY  

Getting Out of the Infrastructure Business govtech.com

The Citizen as Sensor StreetBump

Video  and  Audio:  Indexable,  Searchable  +  Retrievable  

These Kinds of Records include Social Mentions

Twitter Never Forgets … or, at least, it never used to Sunlight

Social Mentions as Public Records State of Utah

"Record"  means  a  book,  leeer,  document,  paper,  map,  plan,  photograph,  film,  card,  tape,  recording,  electronic  data,  or  other  documentary  material  

regardless  of  physical  form  or  characterisWcs  that  is  prepared,  owned,  received...  

Utah’s  Legal  Code  (63G-­‐2-­‐103)  

Tweet  =126  characters    Metadata  =  2,308  characters  

Important  details  such  as  user  IDs  &  Wmestamps  CriWcal  for  authenWcity  in  legal  situaWons  

How Much Do You Archive? ArchiveSocial

Four Questions for Social Records ArchiveSocial

Frequency:  How  quickly  can  you  capture  new  content  before  it  is  lost  or  deleted?  

Comprehensiveness:  Do  you  have  all  of  the  records  you  need?  Are  the  records  complete?  What  about  metadata?  Authen6city:  How  is  the  data  stored?  Can  you  prove  that  it  is  an  accurate  record?  Will  it  hold  up  in  court?  Context:  How  easily  can  you  locate  the  relevant  records?  Can  you  actually  make  sense  of  them  when  needed?  

Going Social in Public govtech.com/social

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Cyber  Security  Breach  Hack  DDoS  

Malware  Phishing  Malware  Spyware  Ransom-­‐ware  

Viruses  Worms  Botnets  

Informa6on  Security  

Safeguarding eRecords in the Age of the Hacking Crews

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Dateline:  Jefferson  City  

123 Dark Days: The Number One Worldwide Target

Privacy: Beyond Two Solitudes

Placeholder Personally Identfiable Information

Our Exponential Future

It Gets Harder from Here … and Better

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Government API as

It Gets Harder from Here

1. Start:  The  Covey  ImperaWve  2. Take  a  Principled  Approach  3. Be  There:  Non  Linear  Path  to  points  of  Confluence  4. Go  Where  the  People  Are  5. Launch  and  Learn  

Our Quiz GOVERNING Books

The work of government is noble

The people of government are amazing

The systems of government are a mess

Our Exponential Future

Paul W. Taylor Chief Content Officer e.Republic Editor at Large GOVERNING [email protected] @pwtaylor

PresentaWon  available  at  

pwt.net/speaking